A brief guide to success at #ALDCon
The information on this page is available to download as a PDF, if this is preferred. Click the button below to download.
Prior to the conference:
Once the joining instructions are issued, contact the presenter(s) of the sessions you will be chairing, ahead of the conference and check that the presenter(s) has:
1. logged into the conference website and can view the programme.
2. checked the programme is correct for their session and the slides and conference proceedings are showing correctly (if applicable).
3. received and read the joining instructions.
4. noted the session time and how to access the room for their session either online or on campus.
5. read the session guidance for presenters and is aware of how long they have for presenting and questions.
6. understood your role as Chair and agree together on how the session will run. Check if they have any requests of you as a chair. Check the pronunciation of their name(s), if needed.
7. their presentation slides (if being used) on a usb key if attending in person or stored ready for presenting online. Reminder presenters that the slides can be accessed via the website programme.
Before the session:
- Check the session format (i.e. presentation, workshop) and its time allocation.
1. Workshops and Lightning talks/Resource showcase sessions – 60 minutes. Reserve 10 minutes at the end for questions.
2. Presentations – 20 minutes with 5 minutes for questions each. Ensure a 10-minute break in between to allow delegates to move between rooms. Be strict!
- Familiarise yourself with the presenters and topics you will be chairing. Are they involved in the collaborative conference proceedings?
What is a chair expected to do?
1. Set up the room*.
Whether online (Zoom) or in-person, please arrive at least 5 minutes before the start of the session.
On Zoom:
- Assign co-host status to the presenters and ask them to share their slides (a member of the CC will make you a host).
- If you are chairing a session with two papers, the second presenter may not join until the break.
- Technical issue? Contact the Conference Whatsapp group.
In person:
Ensure the presenters have their slides loaded onto the computer or laptop in the room.
If you are chairing a session with two papers, both presenters need to arrive before the session starts to check their slides. The second presenter may then opt to join a paper in another room and return during the break.
Technical issue? Contact the Conference Whatsapp group.
2. Manage the room.
On Zoom:
- It is essential you keep time, as if the next session starts using the same account details, your session will end!
- All sessions will be automatically recorded and will be edited to delete any chat that may be captured, prior to the session starting.
- Ask the delegates to keep themselves muted when not speaking to avoid distracting background noises.
In person:
Settle the room and bring everyone to order before starting the session.
In workshops, it is helpful to have everyone evenly spread across tables.
3. Manage the presenters
Make sure you’ve got everyone present who’s supposed to be, and that they have everything they need. Introduce them to the room.
For online workshops, check to see if they will need you to set up breakout rooms.
Agree with presenters how much warning you will give them – 5 minutes and then 1 minute is standard. Be firm!
4. Manage questions
Keep track of hands going up.
Close down the Q&A – or long tangential detours – if it runs on too long.
Have a simple question on standby in case no one else asks anything. There should always be at least one question!
On Zoom, depending on the presenter’s set up, they may not be able to see the chat, so keep an eye on questions coming up.
REMEMBER: you run the room. Don’t be shy about bringing it to order; that’s what you’re there for!
5. Contribute to the collaborative proceedings
As Chair, your reflections are essential and you will be expected to contribute these to the collaborative documents for your sessions, where applicable. As a minimum, please comment on:
- The atmosphere in the room, number of delegates, etc.
- The questions asked, and a brief outline of the answers
- How the session was received
- Any key implications for practice
- Any topics of debate, discord or discussion
- How the session linked to the conference theme
6. Session summary
